ACCOUNT MAINTENANCE

DESCRIPTION:  The Account Maintenance program is used to set up your General Ledger chart of accounts.

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To start, click the GENERAL LEDGER button on the Main Screen  , then click the ACCOUNT MAINTENANCE button.

TO SET UP A NEW ACCOUNT NUMBER:

1, Click the NEW button.

2. ACCOUNT NUMBER: 

Enter the appropriate account number.

3. ACCOUNT NAME:

Enter the name of this account number.

4. TYPE OF ACCOUNT:

Enter the appropriate type of account by using the letters below.

          Assets = A                    Liability = L

          Revenue = R                    Expenses = X

          Equity = E                    Fund Balance = F

5.  CONTENT CODE (if applicable): 

Contents are only needed for the following types of accounts. If you do not use our Equipment, Inventory, or Fixed Assets software, you do not need to enter anything for the Content Types. However, if you do use one (or more) of these modules, enter the Content Code for this account number.

Valid Content Codes are:

You may see this list while you’re working on your accounts by clicking the drop-down arrow at the end of the Content field.

6.  ENTERED BY:  

You can enter the initials of the person that is setting up this new account number.

7. MISC, NUMBER & DESCRIPTION:

These fields are used by the State Trunkline software.  See State Trunkline for information concerning these fields.

8.  RETIRED ACCOUNT:

Check this box if you are no longer using this account number.  (Make sure to enter the date it was retired in the RETIRED DATE box.)

9.  RETIRED DATE:   (Make sure to check the RETIRED ACCOUNT box).

Enter the date you are retiring this account number.

10. LOOKUP CODE:

Lookup code allows you to set a custom lookup string for an account number.

For example, for account 101+100; you can set the lookup code to CASH and when you are entering that account number if you type in CASH it will find that account.

11. SAVE: 

When you have finished setting up the new account number, click the SAVE button to save the new record. (If you wish to cancel setting up the new account, click the CANCEL button.)

SPECIAL FUNCTION ICONS

The special function icons are shown below with a quick explanation of each.  See the numbers below the icons for further explanation of each one.

EDITING EXISTING ACCOUNT NUMBERS

To edit an existing account number, first locate it using the FIRST, NEXT, PREV, LAST or FIND buttons, or by opening your Account Tree and locating the desired account number. Then click EDIT to make the necessary changes. Be sure to click SAVE to save the changes or CANCEL to cancel the changes.

DELETING AN EXISTING ACCOUNT NUMBER

To delete an existing account number, first locate it using the FIRST, NEXT, PREV, LAST or FIND buttons, or by opening your Account Tree, then click DELETE to remove the account number from your file. You will be asked to verify your delete request before the account is actually deleted. If you want to continue with the deletion request, click the YES button; otherwise click the NO button to keep the account number.

NOTE:  If the account number you’re trying to delete has transactions associated with it, you will not be able to delete it. Instead, retire the account by clicking the EDIT button, checking the box next to "Retired Account" and entering the date the account was retired in the "Retired Date" field.

MISSING ACCOUNT LEVELS

When entering a new account number for a previously undefined Control Number (third account segment), you will receive this message. Before entering a full seven-segment account number, the previous levels for the account must be entered. By choosing YES, the computer will automatically set up all the necessary levels for you. 

By choosing NO, you will receive the following error message.  You would simply click OK, and then start the process again since the computer has to have the 7 levels of the account number.

When you’re through, click the DONE button to exit the Account Maintenance program.